Executive Assistant Administrative

Barbara J. Ramirez

Email: ******@*******.***/Cell: 551-***-****

Summary: Seasoned Executive Assistant with top notch skills in calendaring, travel arrangements, and event planning. Very hardworking and motivated when it comes to performance. A fast paced office environment where I can thrive in. Experienced supporting C-level executives in my previous roles. Experienced using Microsoft Office on a daily basis, I am passionate and take a lot of pride in the work I do. I am seeking a position where I can put my vast experience to good use, while also growing intellectually.

Key Skills:

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Concur Database for Travel & Expense/AMEX Travel Services

Salesforce Software

GTE – Global Time and Expense

People Soft Software

UPS/FEDEX/DHL

Ariba -

Bilingual in English and Spanish (Read, Write, Speak)

Professional Experience:

Bank of America, Jersey City, NJ (CONTRACT) November 2018 – Present

Office Manager/Administrative Assistant III

Supported three (3)Executives and their teams.

Maintained complex and detailed calendars and prioritize meeting requests and related logistics

Attended Executive’s team touch base if appropriate;

Organized all aspects for meetings, conferences and internal events; including catering and transportation

Submitted requests for department (Ergonomics, cleaning, carpets, air temperatures, etc.),

Expense Management – Process invoices and T&E expense claims for managers, ensuring all policies are followed and items are processed within provided guidelines; act as subject matter expert for the team with respect to policies and procedures

Acted as Access Control Representative (building/badge access) for department and site contact for building,

Ordered supplies for department and New Hires (i.e. office supplies, name plates, name tags, etc.),

Arranged and coordinate complicated domestic and international travel

Produced high quality emails and messages to individuals at all levels of the organization

Helped with Onboarding with new Hires, locating seating, working with IT to ensure computer equipment is placed with New Hire.

Worked cooperatively with administrative assistants team, in positive partnership to back up each other smoothly

Lead and participated in adhoc projects as requested

Managed occupancy and seating strategy, from planning to execution and maintenance within relevant firm tools

Planned events for all meetings (reserve conference rooms, caterers, IT, etc)

BNP Paribas, New York, NY March 2018-September 2018

Executive Assistant

Managed heavy calendars and scheduled meetings for three Managing Directors.

Coordinated travel and events arrangements (International/Domestic, Air/Land/Accommodations/Car service)

Organized agendas, meetings/appointments when requested.

Coordinated time schedules and resolved agenda conflicts.

Worked with other assistants and external partners to coordinate meetings.

Processed expenses using Concur Expense Reporting system.

Ensured compliance with T&E Policy.

Maintained department attendance records (TOM Net).

Coordinated team meetings and provided support documentation.

Provided guidance and support to the team for T&E and meeting requests.

Met with managers regularly to discuss the work agenda.

In charge of hosting monthly birthday events and other events as needed.

EY (Ernst & Young), New York, NY November 2014 – July 2017

Executive Assistant

Managed heavy calendars and scheduled meetings for five PPEDs (Partners, Principals, and Executive Directors) and managers

Responsible for scheduling heavy travel (air, rail, hotel & car service etc.) using AMEX EY Global Travel Services system

Processed all travel expenses/timesheets on a weekly basis through the Global Travel Expense

Developed relationships with key internal/external client contacts

Handled administrative details (business cards, supplies, mailings. etc.) and routine issues independently and take responsibility of completing these on time, to a high quality

Processed invoices through the accounts payable system for contractors

Coordinated virtual meetings for executives and processed all passport and visa requirements

Sabadell United Bank – Miami, FL June 2013 – August 2014

Executive Assistant

Managed extensive/detailed calendars for EVP and six relationship managers

Handled all incoming calls for EVP and managed correspondence (email, interoffice/UPS)

Completed detailed expenses reports for EVP and six relationship managers

Processed all event/memberships/sponsorship invoices through Salesforce for payment

Performed tasks such as those related to weekly staff meeting communications/dial-ins/room set up

Maintained communication between bank and on-site management in the execution of events

Wells Fargo Bank – Miami, FL December 2007 – May 2013

Administrative Assistant, International Department

Provided support to six relationship managers and additional Support for The Americas Group including managers from other offices

Handled travel planning and arrangements for relationship managers – included research, planning and booking of all aspects of itineraries through HRG Travel to include flights, hotel, local ground transportation, maps, directions, obtaining Visas, and making dinner reservations

Oversaw calendar management and scheduling of in person and virtual meetings

Prepared expense reports using Concur software for relationship managers

Processed all incoming mail including client bank statements via our courier UPS/DHL and sending out to appropriate client in different countries

References upon request.

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